Billing Coordinator - Temporary

Ropes & Gray - Boston, MA3.7

TemporaryEstimated: $50,000 - $68,000 a year
About Ropes & Gray
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.

We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s global, 24/7 business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.

With an international presence, we focus primarily on the asset management, technology, life sciences, health care and real estate industries. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions and individuals.

We have consistently been recognized for our leading practices in many areas, including private equity, M&A, life sciences, health care, finance, investment management, hedge funds, tax, real estate, intellectual property, commercial and securities litigation, government enforcement, antitrust, and privacy and data security.
Ropes & Gray is an equal opportunity employer.

The Billing Coordinator is responsible for all aspects of billing for an assigned group of lawyers and clients. The Billing Coordinator is expected to be able to serve as a resource for Billing Responsible Attorneys and their secretaries on all aspects of inventory management.

Maintain a thorough knowledge of client terms, discount arrangements, lawyer and client preferences while ensuring:

Invoices are issued timely and accurately, inclusive of client terms and discounts

Best practices are used to create, present and distribute pro formas and client invoices

Compliance with firm and outside counsel guidelines is maintained

E-invoices are submitted on a timely basis with all necessary supporting documentation

Revisions to invoices are addressed and resolved on a timely basis.

Manage the unbilled inventory for an assigned group of lawyers:

Ensure consistent and regular communication with lawyers regarding aged balances

Leverage secretaries and firm management to escalate problem accounts

Make recommendations for write-offs of aged or disputed balances where appropriate

Respond to information requests from lawyers, clients and administrative staff related to inventory levels, time and cost entries, billing reconciliations, outstanding receivables and unapplied cash

Communicate firm policies and guidelines to lawyers and clients as appropriate

Support client and partner requests for accrual information

Produce and distribute standard unbilled proformas which recap client/matter time and disbursements

Analyze short paid invoices and determine the correct course of action to resolve

Utilize firm standard reporting tools to respond to requests for information, particularly Excel and BRL dashboards

Assist with the application of unidentified cash receipts, ensuring prompt resolution;

Assist timekeepers and secretaries with diary entry issues and transfers between matters.

Ensure that requests for alternative fee arrangements are communicated to the Pricing Committee for review and ultimate disposition;

Maintain documentation of procedures, deadlines, and other client and lawyer preferences related to billing and collection;

Provide audit letter assistance to lawyers and secretaries by quickly responding to requests for period-ending balances.

Bachelor’s degree preferred
Strong analytical and critical thinking skills
A minimum of two years experience in a professional services environment using time and billing software such as Elite or Aderant
Must be a team player with strong interpersonal skills
Possess a high degree of confidence and professional maturity and demonstrate excellent oral and written communication skills
Superior customer service and a demonstrated ability to work in challenging and dynamic environment
Self-directed with a strong work ethic; capable of working independently with limited supervision
Ability to occasionally work outside of established business hours and adjust personal schedule to meet deadlines is required